Patient Coordinator / Ward Clerk

Job overview

Patient Coordinator / Ward Clerk - Acute Cardiac Unit.

The Ward Clerk provides essential administrative and reception support to ensure smooth patient flow within the ward. This role involves managing patient records, updating electronic systems, booking appointments, and coordinating discharge processes. Key responsibilities include answering calls, greeting visitors, maintaining case notes, handling correspondence, and supporting ward staff with accurate data entry and documentation.

The position requires strong communication skills to interact effectively with patients, relatives, and healthcare professionals, as well as the ability to work independently and manage multiple tasks under pressure.

The ideal candidate will demonstrate excellent IT and administrative skills, a good telephone manner, and the ability to handle sensitive information confidentially.

Main duties of the job

• Act as the first point of contact at the ward reception for patients, visitors, and staff.
• Answer telephone calls, manage queries, transfer calls, and take messages.
• Maintain accurate patient administration systems, including admissions, discharges, transfers, and referrals.
• Manage and file patient case notes and liaise with health records.
• Keep admission and discharge books and daily ward lists up to date.
• Welcome visitors and provide ward information leaflets.
• Handle patient property and valuables, including liaising with Bereavement Services and Security.
• Sort and distribute correspondence and post within the ward.
• Maintain the notes trolley and ensure it is stocked and clean for ward rounds.
• Report maintenance issues to the Trust’s works department.
• Attend ward meetings and take minutes when required.
• Book patient transport for discharge and ensure criteria are met.
• Request follow-up appointments and ensure discharge summaries are completed within 24 hours.
• Participate in daily whiteboard meetings and update patient data regularly.
• Order stock and manage supplies according to Trust finance procedures.
• Handle sensitive information confidentially and assist distressed service users calmly.
• Cover other wards or areas as needed and undertake any other duties appropriate to the grade.

Detailed job description and main responsibilities

The Ward Clerk provides administrative and reception support to ensure efficient patient flow and smooth operation of the ward. This includes managing patient records, updating electronic systems, coordinating discharge processes, and supporting clinical teams.